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2018 Truck and Bus Online Reporting Guide

Last revised: December 15, 2017

Introduction This user guide is intended to help vehicle owners report online to meet the reporting requirements of the California Air Resources Board’s Truck and Bus Regulation. The Truck Regulation Upload, Compliance, and Reporting System (TRUCRS) allows you to report and update your company and vehicle information to meet the reporting requirements necessary to use the flexibility options available in the regulation. The next reporting deadline is January 31, 2018. The Truck and Bus regulation affects individuals, private companies, and Federal agencies that own diesel vehicles with a Gross Vehicle Weight Rating (GVWR) greater than 14,000 lbs. that operate in California. The regulation also applies to publicly and privately owned school buses; however, the compliance requirements are different and reporting is not required. The regulation does not apply to state and local government vehicles and public transit buses because they are already subject to other regulations. Vehicles that are exempt from other heavy-duty diesel regulations, such as Cargo Handling Equipment, Drayage Truck, and Solid Waste Collection Vehicle regulations, may be subject to the regulation. Drayage and solid waste collection trucks with 2007 to 2009 model year engines must meet the requirements of the regulation by January 1, 2023. This guide is not a substitute for reading and understanding the regulation. You should be familiar with the terms defined in the regulation, the requirements, and what exemptions or extensions for which the vehicle qualifies. Regulation language, advisories, fact sheets, and other compliance tools for the Truck and Bus regulation can be found at www.arb.ca.gov/dieseltruck. Beginning 2020, only trucks compliant with Truck and Bus regulation will be allowed to register with the DMV. The DMV will use the vehicle identification number (VIN) to confirm compliance of vehicles taking advantage of flexibility options in the regulation. The California Air Resources Board (CARB) will use the VIN, along with engine and retrofit particulate matter (PM) filter information to confirm upgrade requirements are met. It is crucial that the information you report to the California Air Resources Board (CARB) for your trucks or buses is accurate to ensure you will not experience any delays registering your vehicle with DMV. 2018 Compliance Requirements

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The following compliance requirements are in effect starting January 1, 2018:

Fleets eligible to use the Small Fleet Option must have a PM filter retrofit installed on their third vehicle.

All lighter vehicles (GVWR between 14,000 and 26,000 lbs.) with a 1998 and older model year engine must be retired, or upgraded with a 2010 or newer model year engine unless the vehicle is using a flexibility option that delays the upgrade requirement.

Vehicles using the Agricultural Mileage extension must report their end of year odometer reading.

Fleet owners using the Low Mileage Work Truck Option must have PM filter retrofits installed on 100% of the fleet and report their end of year odometer reading.

Fleet Owners using the NOx Exempt Area option must have PM filter retrofits installed on 70% of the fleet.

Fleet owners using the Log Truck Phase-In option must have upgraded 50% of the vehicles to 2010 or newer model year engines. This means fleets with only one Log Truck using this option must replace the vehicle with one that has a 2010 or newer model year engine.

The Heavy Crane Phase-In schedule begins. Fleet owners using this option must upgrade 10% of their heavy cranes to 2010 or newer model year engines, if the vehicle met the PM filter requirement (with an OEM or Retrofit) by January 1, 2018, it is considered to meet the final 2010 engine requirement of the regulation.

Compliance Deadlines that have already passed:

Vehicles described below are out of compliance and must not be operated unless they are currently using a flexibility option.

All heavier vehicles (GVWR more than 26,000 lbs.), with an engine model year 1995 and older.

All heavier vehicles with a 1996 or newer model year engine that do not have a PM filter (OEM or Retrofit).

All lighter vehicles (GVWR between 14,000 and 26,000 lbs.) with an engine model year 1997 and older. Those with 1998 model year engines must be upgraded to a 2010 or newer model year engine by January 1, 2018.

NOx Exempt Area extension (for single truck owners)

Phase-In with Credits (excluding advanced technology)

Unavailability of PM Filter extension

Small Fleet Option Options no longer available for initial opt-in: The compliance options listed below are closed and are only available for fleets re-selecting the option for previously approved vehicles or replacing a previously approved vehicle:

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Agricultural Vehicle Extension o Including the Log Truck Phase-In Option

Agricultural Specialty Vehicle Extension o Including the Cattle Vehicle Extension

Who Needs to Report in January of Each Compliance Year Vehicles in compliance with the Engine Model Year Schedule that are not using any credits or flexibility options (whether the option be fleet or vehicle based such as NOx Exempt or low-use) do not need to be reported. Vehicle owners that use flexibility options in the regulation must identify which vehicles will use a specified vehicle option for the year and provide any additional information specific to that option. For example, if you claim a mileage based extension, you will need to provide the January odometer reading and date for the vehicle. If you failed to meet the eligibility requirements of an option or extension for a given vehicle, you must bring the vehicle into compliance by retrofitting or retiring the vehicle as specified by the engine model year schedule. You will not be eligible to claim another flexibility option in any future compliance year. You also need to report changes to your fleet within 30 days throughout the year when selling or adding vehicles.

Any vehicle that meets the requirements to use a flexibility option must be reported to show that they met the requirements by the applicable deadline. Fleet owners using mileage-based extensions must provide their January 1odometer reading each compliance year and confirm whether they will continue to use the same mileage-based extension for 2018. Following is a list of compliance options that are currently available:

NOx Exempt Area Extension

Manufacturer Delay Low Use Exemption

Heavy Crane Phase-in Verification of eligibility of claimed flexibility options is continuously enforced. Fleets must keep records and provide proof in a timely manner to ARB staff upon request or the reporting account could be blocked and disable the ability to print a certificate. Located on the Vehicle Edit page to the right of the PM Filter Type or Extension for Vehicle is a Click for Help document that provides a brief description of eligibility and compliance requirements for the flexibility options available for selection.

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Reporting Changes to the Existing Fleet Fleet owners that previously reported can:

1. Edit vehicle and company information. 2. Update odometer readings for vehicles that are using mileage-based

extensions. 3. Update the compliance option for 2018. 4. Retire vehicles that have been sold. 5. Add newly purchased vehicles.

However, the reporting system will warn you when required information is missing or incorrect. The system allows you to save incomplete vehicle information and return later to complete reporting unless critical fields are missing. If vehicle owners attempt to claim an option for which they are not eligible, the system will display an error message stating that the information cannot be saved because the vehicle does not meet the eligibility requirement. As a fleet owner you are responsible for ensuring that your fleet meets the requirements of any option you claim and that the information you report is accurate. Any changes to your fleet must be reported within 30 days. Using TRUCRS to Report Online The TRUCRS login page can be found by going to the TruckStop website at www.arb.ca.gov/truckstop and hovering over the “Reporting” link at the top left hand side of the page, then selecting “Truck and Bus,” or you can enter the following web address into your browser: https://ssl.arb.ca.gov/ssltrucrstb/trucrs_reporting/login.php.

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New Users To create an account for the first time, locate the “New Users” heading in the far left column and click on the “Create New Account” button directly under the heading (shown above). This will take you to the Create New Account page which will require you to enter the fleet owner’s first name, last name, email address, desired username for the account, and phone number. Once you finish entering this information click “Create Account” and a password will be sent within one hour to the email address provided when the account was created. Once you receive the password you can return to the TRUCRS login page (shown above) and login under the header “Existing Users” in the center column of the table with the requested username and password that was emailed to you. Existing Users If you already have a TRUCRS account, you can enter your login information under the header for “Existing Users” and click the “Login” button. If you already have a TRUCRS account but forgot your login information DO NOT create a new account. Click on the “Forgot Username/Password” link (shown in the previous image) and input the email address and username you used when the account was created. If you try to create a new account it will be identified as a duplicate and your accounts will be locked until you contact TRUCRS staff for assistance. Your TRUCRS ID is neither your username nor your password. If you do not recall the username created or the email address used, email TRUCRS@arb.ca.gov for assistance. Once you request your password using the Forgot Password feature, an email will be sent to the email address that was provided when the account was created. If you no longer have access to the email address used when the account was created, fill out the Change Login Information form and email or mail it to the address located on the form. http://www.arb.ca.gov/msprog/onrdiesel/documents/tbpwchange.pdf Deleting a Fleet If you need to delete your reporting account because, for example, you no longer operate in California or closed your business you may do so by logging into your reporting account and selecting the Delete Fleet link. A screen will pop-up asking you to confirm the deletion request, select yes if you wish to continue with the deletion. An email confirming the deletion will be sent to the email address used when the account was created and you will have 72 hours to cancel the deletion. After 72 hours the account will be deleted. If you see that your account is flagged as a duplicate, you will need to provide TRUCRS staff with information related to both accounts to resolve the issue at trucrs@arb.ca.gov.

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Owner Information (for new and returning fleets) New Fleets If you do not have a TRUCRS ID, click “Add a New Fleet” under the blue “Account Home” tab. First time users will need to enter owner information to obtain a TRUCRS ID. To begin, click the link that says “Add a New Fleet” at the top left of the “Account Home” tab. This will take you to the “Company Information” page. Fill in all of the required fields and check the box at the bottom of the screen to attest under penalty of perjury that the information provided is true and correct. Next, click the “Submit” button to save the information and have a TRUCRS ID assigned to the fleet. An error message will appear at the top of the page if information is missing or incorrect. All errors must be corrected or the information will not be saved on the Owner page. Once you are able to save your information you will receive an email with your TRUCRS ID confirming that your account has been created. Next, you will need to add your vehicles to the fleet summary. To add your vehicles, click the View or Update link on the Account Home tab at the top of the page (see following image).

Existing Fleets The TRUCRS “Account Home” tab will be the first screen seen by returning users. From here you can add another fleet, view or update vehicle information, delete the fleet, or check the fleet’s compliance status. We encourage you to review and update your business information annually. Returning users can also go directly to the compliance tab, which allows fleet owners to review their fleet’s compliance status and print a certificate (if the fleet is reflected as in compliance) by clicking on the “Check Status” link in the right column. A guide with step-by-step instructions describing how to print a certificate can be found on the TRUCRS login page.

To access the company and vehicle information, click the “View or Update” link to the right of the company name you wish to update. From here you can click on the “Company Info” tab to view and update the company information or “Vehicle Info” to update the vehicle and compliance option information for the current compliance year.

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Reporting Vehicle Information To begin reporting vehicles, click on the “Vehicle Info” tab. The “Vehicle Info” tab will take you to the list of vehicles that have been reported. Here you can add a newly purchased vehicle, update previously reported vehicles, update the compliance path your vehicle is using, or retire a vehicle that has been sold. To report vehicles for the first time, click on the “Add New Vehicle,” button (as shown in the following image).

The next image shows the page for adding or editing vehicle information. Here you can enter or edit information about your vehicle and its engine. The Vehicle Identification Number (VIN) is a required field and the system will not save the information without it. You will need to indicate the vehicle’s body type from the “Vehicle Type” dropdown menu. The system is also going to ask for information related to the vehicle’s engine such as the model year of the engine and the engine family name (emission family name). Under the Engine Information section in the “Select PM Filter Type or Extension for Vehicle” drop down menu (see image below), you can indicate a PM filter retrofit has been installed on the vehicle or select a flexibility option to extend the vehicle’s compliance deadline if the vehicle is eligible. Additional information may be needed to use certain flexibility options such as odometer readings or hub-odometer serial numbers.

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If you try to save your vehicle information, but fail to provide key information such as the in-service date, vehicle body type, or GVWR, you will receive an error message and will not be able to save the information until the error is corrected. Additionally, if you try to claim an extension for which your fleet does not qualify, or you did not provide information required to claim the extension such as odometer readings, the information will not be saved. If you select “two engine street sweeper” as the vehicle body type, the reporting page will expand so you can provide more information about the auxiliary engine in this vehicle. You only need to report hour meter readings for Tier 0 auxiliary engines because Tier 0 Auxiliary Engines may not operate more than 100 hours per year until they are required to be upgraded. If you are entering information about multiple similar vehicles you can click the “Save and Add Similar” button which will save the existing vehicle and will copy some of the information over so that you can add similar vehicles more efficiently.

Selecting PM Filter Type or Compliance Option for the Vehicle If you failed to meet the eligibility requirements of an option or extension for a given vehicle, you must bring the vehicle into compliance by retrofitting or retiring the vehicle as specified by the engine model year schedule. You will not be eligible to claim another flexibility option in any future compliance year. Vehicle owners that want to continue a compliance option from the prior year must re-

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select the compliance option for the 2018 compliance year. For example: A vehicle that was using the 2017 NOx Exempt Area Operation option for the 2017 compliance year must select the 2018 NOx Exempt Area Operation option.

For more information on a specific compliance option click the “Click for Help” link, which provides a brief explanation of each compliance option (see image below).

Note: You must keep mileage records to document travel inside and outside California borders, and emergency miles to support reported miles traveled. Documentation accepted includes but is not limited to Periodic Smoke Inspection Program (PSIP) test results, BIT inspection records, fuel tax reports, emergency dispatch documents, and third party maintenance records. Other records that may be requested include Emission Control Label (ECL) picture, vehicle registration, bills of lading, and Transfer of Liability (for sold vehicles).

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Editing Vehicle Info Once the vehicle has been added to the fleet, you may edit a vehicle by clicking the “Edit” link in the “Edit Vehicles” column on the left side of the page. To retire a vehicle that has been sold from your fleet, click the “Delete” link in the far right column titled “Delete Vehicle” (see following image) When deleting a vehicle you will be required to provide the final odometer reading and the date of sale.

Reporting Odometer Readings If you are updating from a 2017 mileage based option to the same 2018 mileage based option; take the following steps:

1. Go to the odometer tab 2. Enter January odometer reading (must be a whole number, no decimals) 3. Enter the date the odometer reading was taken 4. Enter “Out of State” or “Emergency Miles”, if applicable 5. Check the check box to update to 2018 version of the option and click save

Note: If you have a PM filter on a heavier vehicle (GVWR greater than 26,000 lbs.) with a 1995 or older model year engine or a lighter vehicle (GVWR 14,000-26,000 lbs.) with a 1998 or older model year engine that is using the Work Truck option, you must:

Select the “Low Mileage Work Truck with a PM filter” option to delay upgrading to a 2010 model year or newer engine,

Stay below the 20,000 mile threshold, and

Report your odometer reading every year.

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If you are switching from a 2017 mileage option to another compliance option (mileage based or otherwise) you will need to take the following steps:

1. Go to the odometer tab 2. Enter January odometer reading (must be a whole number, no decimals) 3. Enter the date the odometer reading was taken 4. Enter Out of State and Emergency Miles, if applicable 5. Do not check the box 6. Visit the Vehicle Edit Page after the reading is successfully entered 7. Select new compliance path 8. Save vehicle information

Compliance Status, Summary, and Certificate Once you have completed updating the vehicle list, you may review the fleet’s 2018 compliance status and print a certificate by clicking on the “Compliance Status” tab. The Compliance Status tab summarizes the reported fleet information and current compliance status. If the fleet information has been reported completely and the fleet is in compliance there will be a link to print the certificate. If the fleet is out of compliance or the account may be a duplicate you will see a red button stating the fleet is out of compliance. To print a certificate, you will need to confirm that reporting is complete and correct by clicking the button that says “Click to Confirm” at the top of the “2018 Compliance Status” table. Next, confirm the popup “Reporting Confirmation Disclaimer” to indicate you have read and agree with the disclaimer and close the popup window.

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Step 1:

Step 2:

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Once you have attested the information is true, complete, and correct under penalty of perjury, the compliance status table will indicate if the fleet is in compliance and eligible to print a certificate. If the fleet is eligible, the fleet will see a green “Print Certificate” button, which will allow the fleet to print a certificate. If the fleet is not in compliance, there will be a “Does Not Comply” red button. The compliance summary will give a breakdown of the reported fleet information including the number of heavier and/or lighter vehicles, the number of PM Filter Retrofits, and the number of Original Equipment Manufacturer (OEM) filters. It will also display any fleet based flexibility options the fleet is eligible for along with any credits the fleet owner has reported to use.

You may make this certificate available to motor carriers or brokers upon request. Once you click the “Print Certificate Button,” motor carriers, brokers, and other interested parties are able to confirm your fleet’s compliance status on our public look-up feature. A more detailed description of how to print a certificate of compliance for the 2017 or 2018 compliance year can be found on the TRUCRS login page. If you have any questions you may call our Diesel hotline at 866-634-3735 or email us at trucrs@arb.ca.gov.